BRIDGEWATER, Va. – For college coaches, the season does not begin when the team steps onto the field. Long before the first pitch is thrown or the opening whistle blows, coaches are already deep into a second job that rarely appears in box scores or highlights: logistics manager, fundraiser, travel coordinator, and risk supervisor.
Across college athletics, the extended road trips often scheduled during spring break or summer windows always require months of preparation. Coaches say that while these trips can be valuable competitive and educational experiences for athletes, they also demand extensive behind the scenes work that stretches well beyond normal coaching responsibilities.
“A lot of people see the games and the destination,” said Coach Austin Nicely, assistant baseball coach at Bridgewater College, who has organized multiple out-of-state trips. “What they don’t see is the planning that starts almost a year in advance.”
The first step is identifying where and who their team will play. That process is more complicated than simply finding open dates.
“We’re looking at competitive balance, travel distance, facility availability, and whether the opponent can host us properly,” said men’s lacrosse coach Mic Grant, who has taken teams to Florida and Texas. “You want strong competition, but you also have to make sure it fits academically and financially.”
For many programs, tournaments provide the most efficient option, allowing teams to play multiple games in a short window. However, tournament fees, scheduling constraints, and lodging partnerships can significantly affect the overall cost.
“You might find a great tournament,” Nicely said, “but if the hotel costs are too high or flights don’t line up, it becomes unrealistic.”
Once a destination and competition are secured, the financial reality sets in. Unlike major Division 1 programs, many smaller schools require teams to raise a significant portion of travel costs themselves.
Fundraising often becomes a shared responsibility between staff and players.
“It’s not just asking donors for money,” said head basketball coach Mike Maczko, who has overseen multiple spring break trips. “It’s concessions, event staffing, community partnerships, whatever opportunities are available.”
Those efforts frequently take place during the fall or offseason, adding another layer to already packed schedules. Coaches must coordinate fundraising opportunities, ensure compliance with athletic department rules, and track contributions.
“It’s time-consuming,” Maczko said. “But it also teaches players accountability and appreciation for the opportunity.”
Transportation is one of the most complicated and expensive pieces of the puzzle. Coaches must determine whether to fly or drive, factoring in roster size, equipment needs, and cost efficiency.
According to Nicely, the Eagles will take on California baseball for the first time since 2022.
“Flying 30 plus people with bags and equipment is never simple,” Nicely adds. “You’re booking months ahead, but you’re also preparing for last-minute changes.”
Housing presents similar challenges. Coaches often juggle proximity to competition sites, curfews, meal access, and budget issues.
“You’re balancing cost with control,” Grant said. “You want a place where athletes can rest, but also somewhere that minimizes distractions.”
Once on the road, structure becomes essential. Coaches say long trips require detailed daily itineraries that account for practices, games, meals, study time, and rest.
“You can’t just wing it,” Grant said. “Players need predictability, especially when you’re away from campus for a week or more.”
Academic responsibilities remain a priority, even while traveling. Coaches often work with professors in advance to ensure athletes can complete assignments remotely.
“It’s part of the job,” Nicely said. “Athletes are students first, no matter where we are.”
Beyond logistics, coaches carry the responsibility of managing behavior and minimizing risk. Travel introduces new variables, from curfews to local laws, that coaches must clearly communicate.
“We have expectations that are spelled out before we leave,” Grant said. “Alcohol, conduct, team rules, everything is addressed.”
Violations, coaches say, are handled internally and taken seriously, as they reflect on both the program and institution.
“You hope it never becomes an issue,” Nicely said. “But you have to be prepared.”
Despite the workload, coaches overwhelmingly say the benefits of long-distance trips outweigh the challenges.
“Those trips build chemistry in ways you can’t replicate on campus,” Maczko said. “You learn how your team handles adversity, fatigue, and pressure.”
The experience also exposes athletes to higher-level competition and new environments, helping them grow both athletically and personally.
“For many of our players, it’s a once-in-a-lifetime opportunity,” Nicely added. “That makes the extra work worth it.”
Coaches are still clear that such trips are not vacations. But for programs willing to invest the time, planning, and discipline, long distance trips offer something more than wins and losses, they provide a shared experience forged through preparation long before the journey begins.